Procedures

2:12

Credit/Refund Unused Block Amount

You may credit / refund unused (prepaid) Block Amount Balance on a Customer’s Service Contract

1. Go to the Customer’s Service Contract > Line Items tab
2. In EDIT mode, click the Line Items grid ADD button
   • Select drop down value “Add Block Amount”
   • Enter the amount you would like to credit, e.g. “-500”
     • Ensure value entered is a) of equal or less value than the current Block Amount Balance, b) entered with a negative (“-“) sign
     • Click OK button
       • • Notice: system adds a new Line Item with “Block Amount” description, and Detail sub tab > Block Amount field is prefilled with the amount you entered, e.g.” -500″

        

3. Follow these steps (typically done by the Accounting team or someone with permissions) to update the Block Amount Balance accordingly:
   • Create the Credit:
     • • Click the Service Contract > Extended Menu option “Invoice Block Amount.” A pop up window will open asking you to confirm this action.  Click OK to confirm.
       • System creates and opens an Unposted Credit (negative Invoice) for the Customer, with the amount of the credit / refund you previously entered

      

   • Post the Credit:
     • Click the Credit (negative Invoice form) > Extended Menu option “Post Invoice”
     • System applies the credit and updates the Service Contract Block Amount balance by the specified amount
     • The result of this action is visible in multiple places:
       • • The Service Contract record > Invoices tab
         • Live Data Reports, as mentioned in section “Monitor Balance of Block Amount“

        

     • If the Customer wants a refund for this credit, advise the Accounting team